Dental marketingHome / Services / Lead management & CRM
AI lead management · CRM · WhatsApp · Email
The ad was never the hard part. The follow-up is.
We put every enquiry into a CRM, watch what happens to it, sit down with your team to find out why the ones that didn't book didn't book — then change the campaigns based on what they actually said.
What we find
You're not short of leads. You're losing them quietly.
Almost every practice that tells us paid advertising doesn't work has enquiries sitting unanswered in a shared inbox. Nobody's being lazy — reception is busy with the patients physically in front of them.
Which is exactly why it can't depend on someone remembering.
- Enquiries landing in an inbox three people half-watch
- One phone call, no answer, lead quietly written off
- No record of who was called, when, or what they said
- Nobody knows which enquiries turned into treatment
- The reason someone said no is never written down anywhere
- So the ads keep running unchanged, month after month
How it works
A closed loop, not a one-way street.
Most agencies stop at the enquiry. That's the point where the useful information starts — and where we keep going.
Enquiry arrives
Form, call, WhatsApp or Meta lead form — all of it lands in one place instead of four.
Into the CRM
Tagged with the ad, search term and treatment that produced it, before anyone touches it.
Your team works it
Automatic text and email within a minute, then a call from reception with a script and a task list.
Outcome recorded
Booked, no-show, not now, or no — and crucially, why. Distance, price, finance, timing, nerves.
We review it with you
A monthly call with you and whoever handles enquiries. We listen to real calls, not just read a dashboard.
Lead quality
Every "no" tells us something about the ads.
These are the six reasons dental enquiries don't convert. Each one is a campaign problem wearing a patient's words — and each one has a specific fix.
| What they said | What it actually means | What we change |
|---|---|---|
| “It's a bit far, to be honest.” | Your targeting radius is wider than people will realistically travel for that treatment. | Tighten the radius, exclude the postcodes that never convert, and put travel time and parking on the campaign page. |
| “How much? Oh. I'll have a think.” | Price shock. They arrived with no idea of the cost, so the number landed cold on a phone call. | Put the price and the monthly figure in the ad itself. Fewer enquiries, far better ones — and reception stops having that conversation. |
| “Can I pay monthly?” | They want the treatment. Affordability is the only obstacle, and nobody offered a route past it. | Lead with finance in the creative and the follow-up, and make sure reception can answer the question confidently and compliantly. |
| “I can't get time off work.” | Your consultation slots don't fit the people your ads are reaching. | Advertise the early, late or Saturday slots you already have, or shift targeting to the hours you can actually see people. |
| “I need to speak to my husband.” | Normal for a four-figure decision. It's not a no — it's a six-week gap nobody was filling. | A follow-up sequence and a brochure they can forward, so the conversation at home has your information in it rather than a competitor's. |
| Nothing. They never answered. | Usually response time. An enquiry at 9pm rung at 11am the next day is a different person by then. | Instant automated reply, then a proper contact schedule — call, text, WhatsApp, email — instead of one attempt and a shrug. |
The CRM
Set up properly once, then watched every month.
We'll work in whatever you already have. If you haven't got one, we'll set one up — and we'll pick the simplest thing that does the job, not the one with the biggest licence fee.
Pipeline built around treatments
Separate stages for implant, aligner and general enquiries, because they move at completely different speeds.
Every source in one place
Website forms, calls, WhatsApp, Meta lead forms and live chat, all landing in the same pipeline with the source attached.
Tagged back to the ad
Every enquiry carries the campaign, search term or creative that produced it, right through to treatment accepted.
Nobody has to remember
Follow-up tasks appear automatically, and unworked leads escalate instead of ageing quietly.
You'll hear the calls
The most useful hour a practice owner can spend. It's usually where the real problem is found.
Enquiry to treatment value
One monthly page: enquiries, contacted, booked, attended, accepted, and the revenue against the spend.
Works with
Software names are the trade marks of their respective owners. Listing them means we've worked with them, not that they endorse us.
The bit nobody else does
We sit down with the people answering the phone.
A dashboard tells you 40% of enquiries booked. Your treatment coordinator can tell you why the other 60% didn't — and she'll tell you in about ten minutes if somebody asks.
So every month we get on a call with whoever handles enquiries, go through the ones that didn't convert, and listen to a handful of recordings together. Then the campaigns change.
- Weekly — unworked leads flagged before they go cold
- Monthly — call with you and your enquiry handlers
- Monthly — five real calls listened to together
- Monthly — objections counted and ranked, not guessed at
- Monthly — campaign changes agreed, in writing
- Quarterly — a session with your team on handling the price question
Where patients actually reply.
People ignore emails and screen unknown numbers. They read WhatsApp. We set up a proper business account, write the message templates, and build the path from advert to booking that runs from first enquiry to attended appointment.
- InstantAuto-reply with the price
Answers the question they actually asked, at the moment they asked it — including at 10pm on a Sunday.
- InstantBrochure attached
Your PDF guide goes out immediately, so they've got something to read and something to forward to a partner.
- Next morningA human takes over
Your team picks up the thread with full context in front of them, and books the appointment in the chat.
- Day beforeReminder and directions
Parking, entrance, what to expect. The cheapest no-show fix there is.
- If no replyThree-touch follow-up
Spaced over two weeks, each message answering a different objection — cost, pain, timescale.
- OngoingTemplates for your team
Approved message templates for the twenty things reception types over and over, so replies stay fast and consistent.
Business messaging on WhatsApp requires an opt-in from the patient and pre-approved templates for messages you start. We handle the setup and approvals, and we build the opt-in into your forms so it's collected properly from the beginning.
Brochures
Something to send, and something to forward.
A four-figure treatment decision rarely gets made alone. A well-made guide is what your enquiry shows their partner — and it answers the fifteen questions your team would otherwise answer by phone, one at a time.
What goes in them
- The price, plainly, with monthly finance figures
- What happens at each appointment and how long it takes
- Real before-and-afters from your practice, with consent recorded
- Who's treating them and what they're registered to do
- The questions people are too embarrassed to ask on the phone
- One clear next step, with your number and booking link
Sized for the phone, not the printer
Most guides get read on a phone screen in bed. Ours are built to be legible there first, under 2MB so they send instantly on WhatsApp, and print-ready if you want them on the front desk too.
Design is included in the campaign fee. Printing, if you want it, is quoted at cost.
Email automation
Six weeks of follow-up, written once.
Implant and aligner patients take weeks to decide. This is what runs in the background so the ones who weren't ready in week one still come back to you in week five — instead of to whoever advertised at them next.
- Minute 1The answer they wanted
Price, finance and the brochure, sent automatically the second they enquire.
- Day 2Does it hurt?
The question everyone has and nobody asks. Usually the highest-opened email in the sequence.
- Day 5A patient like them
A short story from someone who had the same treatment, with photos and what it cost.
- Day 9Paying for it
Monthly figures, what a deposit looks like, and how the finance application works.
- Day 16Meet the clinician
Who they'd be seeing, what they've done, and why they do this work. Trust, not sales.
- Day 30Still thinking?
A gentle, easy way back in — no pressure, no fake deadline, just a route to booking.
- Day 45Last one
Honest and short: we'll stop emailing now, here's how to reach us whenever you're ready.
- After bookingAttendance sequence
Confirmation, what to expect, reminders, directions and parking — the no-show fix.
- OngoingReactivation
Old enquiries and lapsed patients, worked a few hundred at a time. Usually the cheapest treatment value a practice will find all year.
Taken seriously
This is patient data. We treat it that way.
What that means in practice
Enquiries about dental treatment are health-related personal data. The rules are stricter than for ordinary marketing lists, and the practice — not the agency — is the data controller. So we build to keep you on the right side of it.
- Consent for marketing collected properly at the form, worded plainly, and recorded against the record
- Separate opt-ins for email and WhatsApp — one does not cover the other
- A working unsubscribe on every email and an opt-out on every messaging sequence
- Data kept in the CRM you control, with a retention period we agree with you
- A data processing agreement between us, and access limited to the people who need it
- Clinical details kept out of marketing systems entirely — enquiry information only
We're a marketing agency, not your data protection adviser. Your practice remains responsible for its UK GDPR and PECR obligations, and we'd always suggest your own compliance lead signs off the consent wording before it goes live.
Prices
Published, like everything else.
Software licences are paid by you directly to the provider. We don't mark them up, and we'll tell you when the free tier is enough.
| Service | Price |
|---|---|
| Lead management & monthly reviewCRM watched weekly, monthly call with you and your enquiry handlers, five calls reviewed together, objections tracked, campaign changes agreed in writing. | Quoteper month |
| Included free with any campaignIf we run your implant or aligner campaign, the monthly review is part of it. There's no point improving ads without it. | £0included |
| Enquiry system set-upPipeline built, every enquiry source connected, tracking and tasks configured, team trained. One-off. | Quoteone-off |
| WhatsApp path from advert to booking setupBusiness account and verification, template writing and approval, opt-in wording, auto-replies and the full enquiry-to-appointment flow. | Quoteone-off |
| Enquiry system set-upThe full sequence above, written and built: enquiry follow-up, attendance sequence and reactivation. | Quoteone-off |
| Treatment brochure designWritten and designed, phone-first PDF plus print-ready version. Per guide. | Quoteper brochure |
| Full practice auditWe listen to your last 20 enquiry calls and read the follow-up. Written report on exactly where cases are being lost. The cheapest thing on this page and often the most useful. | Quoteone-off |
| Database reactivationWorking your old enquiries and lapsed patients with a written campaign. Priced on list size. | Quotefrom |
Straight answers
What practices ask about this.
Do we have to change our practice software?
No. The CRM sits alongside your practice management system and handles enquiries before they're patients. Once someone books, they go into your normal system as they always have.
Will you be ringing our patients?
No. Your team speaks to patients — they're the practice, and it should sound like it. We build the system, write the messages, watch what happens and tell you what to change.
Our reception is already flat out.
Understood, and that's usually the real problem rather than the ads. The automation handles the first response and the chasing so the only calls your team makes are to people who've already engaged. Most practices find it takes work off reception, not adds to it.
Can we do this without running ads with you?
Yes. Plenty of practices have enough enquiries already and are simply losing them. Lead management works on its own at £550 a month, whoever runs your campaigns.
Is recording calls allowed?
Yes, with the right notice to callers and a lawful basis for doing it. We'll set up the announcement and help you word your privacy notice — but your practice is the data controller, so your compliance lead should approve it.
What CRM should we use?
Whatever's simplest for your team. For a single practice that's usually Pipedrive or HubSpot's free tier. Groups with several sites and heavy automation often want GoHighLevel. We'll recommend based on what you need, and we get nothing from any of them.
How soon do we see a difference?
Response-time changes show up within a fortnight, and that's usually the biggest single lift. Objection data takes a couple of months to become reliable — you need enough "no"s before the pattern in them means anything.
Next step
Let us listen to twenty of your enquiry calls.
It's the fastest way to find out whether you have an advertising problem or a follow-up problem. Most practices are surprised by which one it turns out to be — and the fix is usually free.
Enquiries going nowhere?
Tell us roughly how many enquiries a month you get and how fast they are answered. That usually identifies it within a call.
Prefer to write? Send us a message instead.